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Engaging and managing a web developer Workshop Booklet

Better Business Series South Australian Government

About this template


This Brief is available in Word format for free at www.unitedfocus.com.au This template document is designed to be used by organisations that need to document their requirements for a new website. It provides a structure for explaining to web developers, or an in-house team, the aims of your new website, who it is to appeal to and what you want it to look like, what features it is to employ and how you intend to maintain it. This template also suggests the rules and method for going about the tender process rules for tendering, selection criteria etc. What to do: Work through this document section by section, addressing each of the bullet points as appropriate to your circumstances. The aim is to provide sufficient detail for external web developers to provide a firm quotation for developing the website as outlined in this document. Other related documents available at www.unitedfocus.com.au

Tip Sheet #1 Ten website usability principles to embrace Tip Sheet #3 How to make your website search engine friendly Tip Sheet #4 How the Web can enhance your marketing activities Tip Sheet #5 Content management systems explained Tip Sheet #6 Website development brief template Tip Sheet #7 Selecting a web developer checklist

Also refer to www.e-businessguide.gov.au for more resources and help.

Marketing your business on the Internet and promoting your website How to Engage and Manage a Web Developer
Workshop Manual

Better Business Series

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Web Development Brief Template

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Website Development Brief


The development brief provides the developers with sufficient information on which to base a proposal to undertake the development of the website. It would be ideal if it were to contain enough detail for external web developers to provide a firm quotation. Below is the outline of a typical Development Brief that you can complete with your own information.

Website Development Brief


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1 About us the organisation


Organisations mission statement Services/products offered History of the organisation esp. if relevant to this project History of the current website (and past websites) Technical environment computers type, operating system (eg Windows XP), how are they connected computer systems financial, stock & inventory, databases (customer) Intranet whether you have one, if so what are the details method of connection to the Internet - dial-up or broadband

2 E-business vision and objectives


The material in this section comes from the organisations e-business strategic plan ie the overall strategy for its engagement with the Internet. What is its the vision of using Internet based technologies? What are its the objectives of having a website, using email, doing business online? What are the intended deliverables outcomes of the e-business planengagement with the Internet?

3 Aims of th is website
what is the aim of the website what do you want the website to achieve how, when and by whom will the website be evaluated budget allocation (inc gst) how much have you allocated for the development

4 Section 3 - Target Audience audience( s)


Be as specific as possible about who the target audiences are. Provide as accurate a breakdown of the demographics as possible, eg gender, age groups, location (state, national, international, rural, city), interests. Provide some assessment as to their likely experience using the Internet.

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5 Section 4 - Project Management management


Explain the management structure - who are the decision-makers, their respective roles, internal decision-making procedures. Detail your expectations re project meetings: how frequently the project team is to meet with the developers the agenda for those meetings what is expected of the developers by way of reports how proceedings are to be recorded how disputes are to be resolved. Project schedule:

Project Schedule
Specify the deliverables and milestones, Specify yo your timeframe and any stages you specifically require in the development process.

6 Background to the Project


Provide any relevant history to the project and/or the organisation that would assist developers to understand people and content sensitivities, schedule, design, aims of the organisation etc.

Contents
content scope how many words, images, maps, minutes of video, audio etc content type - eg text, photos, audio, and their current format - eg digitised, hard copy provide an information design map showing all headings and sub-headings to be used in the site and how they relate to each other. Content maintenance: How is the content to be maintained after the launch eg via a content management system, third-party editing software or eg Macromedias Dreamweaver, Contribute or Microsofts Frontpage? If you want a content management system outline

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features and controls you want for managing the CMS

the required interface, features and controls for adding (esp in Microsoft Word format), deleting, moving and editing words, pages and objects including images, video files document management features required level of compliance with all relevant international standards including accessibility

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8 Functionality
Identify the functional elements that are to be included in the site. Describe in as much detail as possible how you envisage each function will work from the users perspective. Include what the results or information you want and what tracking you want to be able to do when users access that functional element. For example, for eachstate how many online forms you want stipulate h, how many fields of information each will contain, what information is sought, to whom in the organisation the information suppliedwho the completed form is sent to in your business is to be sent and in what format - as text in an email or a comma delimited file that can be imported into a spreadsheet, or is it to go automatically to a database or other program? Here are some of the features you might want to specify for your site and examples of the types of specification you might need to include. Feature Search Requirements for users examples only
search the website for words, phrases and/or provide them with key topics from which to choose. Result page to rank results and categorise according to areas of the site. Forms to be accompanied by instructions, forms to be saved and accessed at any time by the users. User enter user name and password giving access to specific pages in the site Users are to complete a form that qualifies their enquiry and sends it to a designated staff member. FAQs will be part of this section of the site. Users are to be able to subscribe and unsubscribe to email lists and e-newsletter PDFs, images, audio files etc will be on the site and should be accompanied with description of file type, size and estimated time to download Users are to be offered the choice of only viewing the text on the site, (no photos, diagrams etc) Automatically generated and parallels the normal version of the site
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Requirements for the editor examples only


Automatically indexes content ie no input o maintenance required. Keywords

Online forms

Requires a form building tool so staff can build and edit forms without recourse to the web developer. Establish, edit and manage list of users and passwords Edit the designated staff member and FAQ list

Extranet is
required

Contact Us

Subscription
email lists & newsletter

Compose e-newsletter and emails and send to multiple recipients. Lists automatically managed

Downloadable
files

Text only version


of the site

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Web Development Brief Template Feature Requirements for users examples only
Link to site map to be available on every page. a page with text in selected languages is to be available via country flag button on the home page providing phone number of staff to contact for help e-mail a friend is to be available on relevant pages of the site eg information pages available on every page of the site. Users are to be able to bookmark specific pages of the site. Links to other sites must enable users to return to this site Use the form building tool for this

by United Focus Pty Ltd Requirements for the editor examples only
Automatically updates when headings changed, added, moved.

Site map Multilingual


requirements

Email a friend

Printer-friendly function

Bookmarking Links to other


sites

Internal and external link checker is to be provided.

Interactive
questionnaires / surveys / polls.

Animations and
videos

Specify user interface and instructions.

10 Graphic design and usability and Navigation Design


Detail your design criteria eg Describeit must comply with the corporate identity/brand does it need to complement the organisations existing branding (logo, font, colours) or is it purposely different? Detail your design criteria and provide URLs of sites you like the look of. Navigation usability - specify what page layout, specify how you want people to be able to move through the site navigation features (eg breadcrumbs) and helpful devices you want on the pages provide a list of dos and donts

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provide URLs of websites you regard as good examples of what youre seeking Specify accessibility requirements eg issued World Wide Web Consortium www.w3c.org

11 Databases (if applicable)


Are users of the site to talk to your organisations database(s)? If so, outline: whether there is a need for instant links to keep the database up-to-date instantaneously or if periodic (eg daily/weekly) updating is sufficient what restrictions are required for access to your database(s) and what level of security is required how often you expect users to access the database(s) and how many at any one time (estimate) eg if the site is to accompany an exhibition, when do you anticipate greatest access to the site?

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12 13 E-Commerce (if applicable)


Do you want users to be able to purchase products and/or services via this site? If so, be specific about: the products and services which are to be offered online the payment processes which are appropriate - eg instantaneous via a secure online payment solution or users to provide credit card details with their order, leaving the organisation to process the order and payment manually the fulfilment details how you are going to ensure supply and how the product or service is to be delivered how and where the terms and conditions of purchase (returns, refunds policy, disclaimers etc) are to be displayed to users.

14 General t T echnical Issues


Speed the optimum speed and any special factors that may impact on it. Hosting and Web Server arrangements are you doing it or an ISP? Metadata provide <50 keywords, website description <25 words Usage monitoring and reporting requirements. State the needRequirements for the solution to comply with industry standards Miscellaneous - explain any restrictions you think will limiteg the target audiences capacity to access the Internet Internet - eg rural clients with limited access speed and capacity.

15 Testing and Revision revision


What is to be tested and under what conditions? Your respective roles and responsibilities Over what periodWhen will testing take place? at the beginning, during and/or just before launch? Who pays for changes that are required as a result of feedback from the testing?

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16 Training and documentation


documentation requirements covering what and in what format eg online training in use of maintenance system how many people need to be trained and if there are anynay special circumstances eg multiple locations?

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17 Required information 18

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19 20 Information to be provided by tenderers 21 22 23 24 25 Conditions of tendering 26 27

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28 Required information
Tenderers written responses are to provide, as a minimum, relevant information using the headings below and preferably in the order given:

28.1 Company information


Name of tenderer, Australian Business Number Place of business and Postal address Contact persons name and title including telephone, fax number and email address Provide the name and contact details of the tenderers principal accountant who may be asked to provide your organisations audited accounts for the past three years in order to verify financial viability. Sub-contractor agreements - provide details of any agreement with any proposed sub-contractor.

28.2 Proposed team


Provide details of each person who will work on this project name, role, qualifications and relevant experience.

28.3 Explanation of proposed solutions


There are fourThe following central general solutions being sought: 1. the content management system 2. specific functionality 3. graphic design 4. hosting 5. etc as required The ANMMCLIENT NAME would appreciate respondents addressing each of these aspects of the solutions being sought. With regard the CMS and specific functionality, please respond using the respective templates provided in the following pages. A Microsoft Word document containing these templates has been supplied to facilitate your responsedetail the features of the CMS under the following headings:. features and controls for managing the CMS the interface, features and controls for adding (esp in Microsoft Word format), deleting, moving and

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Web Development Brief Template The Content Management System

by United Focus Pty Ltd

Please indicate the degree of compliance with a tick in the relevant column and provide explanation only if appropriate. editing words, pages and objects including images, video files document management features level of compliance with all relevant international standards including accessibility
Complie s
Partial

General feature (from p.Error: Reference source not found)


compatible with the Microsoft environment MS Internet Explorer based and provide an interface that is easy to learn and use - ie WYSIWYG editing enable cost-effective and efficient migration of content from the current sites to the new site enable staff to create, edit and remove second and third level headings with automatic global updating of internal links enable content to be published efficiently to one or more sites eg to an intranet and/or the website accessible via appropriate security measures (eg username and password) to authorised staff accessing the CMS from any location comply with (or facilitate same) relevant international standards including World Wide Web Consortiums website accessibility guidelines automatically generate and re-generate a text-only version of the site comply with Australian Government website publishing standards see http://www.agimo.gov.au/practice/mws widely used for websites of similar organisations robust, secure, scalable and flexible.

Yes

Complie s

No

Notes if required

Specific features (from p.Error: Reference source not found)


ability to manage CMS user accounts: assign access, restrict access to specific pages/sections, remove access, suspend access workflow approval for quality control purposes with an email notification on/off option and a preview/staging area for checking prior to publishing provide audit trail of changes to pages (date, author) and a revert feature that returns the page to the state it was in at a particular time

Partial

Yes

Notes if required

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No

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Web Development Brief Template


Complie s

by United Focus Pty Ltd

Specific features (from p.Error: Reference source not found)


easy and intuitive management of documents held by the CMS eg all PDFs or images in a clearly defined resource area that is easy to manipulate automatic and manual internal link checking and external link checking - provide a list of internal and external links used in the site user documentation this can be online ability to move, edit, delete or re-format contents on any page create new pages, delete pages, move pages spell checking and keyword replacement hide or display any page or menu item upload any standard file type eg. Word, Excel, PDF, mpeg upload and embed graphics and files (including rich media) optimise images for the Web eg auto adjust height and width dimensions, adjust quality and size (pixels) cut and paste text prepared in MS Word, unformatted text or HTML content to any page automatic date change on a page whenever a page is edited and published timed release and removal of pages and content eg news items, shop sale. online form builder with provision for creating help text for any field in the form refer to page Error: Reference source not found for details construct and manage password protected sections of the site eg for Members support of navigation via breadcrumbing discussion forum manager create, edit, monitor discussion board(s) provision for providing multiple language versions of the site allow data entered into forms etc by users to be exported (eg a query in the Contact section) in CSV format and XML online form builder with provision for creating help text for any field in the form refer to page Error: Reference source not found for details construct and manage password protected sections of the site eg for Members support of navigation via breadcrumbing

Partial

Yes

Notes if required

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No

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Web Development Brief Template


Complie s

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Specific features (from p.Error: Reference source not found)


discussion forum manager create, edit, monitor discussion board(s) provision for providing multiple language versions of the site allow data entered into forms etc by users to be exported (eg a query in the Contact section) in CSV format and XML search for word(s) on any page and for words within PDF's and Word documents Establish email subscription lists eg for DPC enewsletter and a specific newsletter from the shop email subscription management edit and monitor subscribers and create/edit email lists send bulk emails to all subscribers or select subscription groups (requires LDAP compatibility) facilitate compliance with the W3C website accessibility guidelines and those of the Commonwealth Government text only version of the site to be created and edited simultaneously with the creation/editing of the full version of the site automatically create an HTML version of PDF documents for website accessibility compliance. metadata support for AGLS, Dublin Core and userdefined metatags optimises the site for maximum search-engine visibility

Partial

Yes

Notes if required

Complie s
Partial

No

Database (from p.Error: Reference source not found)


is robust, scalable and flexible complies with international industry standards is interoperable with critical computer-based systems operated currently by the DPC has been used for similar projects involving the storage and retrieval of digital objects: text, still images, animations, sound and video provides a cost-effective alternative database to existing databases maintained by the DPC facilitates the provision of all functional, maintenance and design requirements as required by the DPC

Yes

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No

Notes if required

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Please state and explain: any additional functions or features offered by the proposed CMS beyond those requested that you believe will be of benefit to this project the terms, conditions and cost of post-launch support of the CMS and of any associated licence agreement the names of organisations in Australia using the proposed CMS and contact details of people within those organisations we may contact to enquire about the quality and appropriateness of the CMS.

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28.4 Compliance technical, accessibility and design


Please state the degree to which your proposed solution complies with relevant international standards and Australian Government standards technical, accessibility and design. Provide the URLs of websites you have developed that comply with these standards.

28.5 Proposed methodology and project management


Provide details about your proposed methodology for undertaking this project and the project management system you will employ. Please provide details of your risk management policy and procedures.

28.6 Additional information and ideas


Respondents are invited to propose additional or alternative elements and functionality to that which is stipulated as a minimum in this document.

28.7 Compliance with the Agreement


Please specify the degree of compliance with the terms and conditions stated in the draft agreement. Provide details of any areas of non-compliance.

28.8 Client referees


Provide the contact details of three client referees for whom the tenderer has developed similar websites and whom the evaluation committee is able to contact if required. Please provide a brief description of the web project relevant to each referee.

28.9 Litigation and legal


Detail any prosecutions or legal actions taken by or against the tenderer. Detail any pending prosecutions or legal actions taken by or against the tenderer. Provide details of any investigation into the respondent, any subsidiary or affiliated body, whether in Australia or overseas, by the Australian Securities Commission or any other Government authority.

28.10 Fee and costs


The following template is to be completed and included in submissions. It is designed to assist tenderers calculate their fee and to assist ANMMCLIENT NAME compare this aspect of all submissions. A fee range may be quoted for individual items and for the total, with an explanation given as to the rationale behind determining the minimum and maximum fee range.

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28.11 Schedule of fees and costs


Time from commencement to launch of the site - in weeks:

Hourly rate for each team member Team member #1: [insert name and role] Team member #2: [insert name and role] Team member #3: [insert name and role] Team member #4: [insert name and role] Team member #5: [insert name and role] etc

$ per hour

GST

Total

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Fee/Cost Elements Project Management Stage 1: Technical specification and Project Plan Stage 2: The development
Provide, configure and commission CMScontent management system or off-the-shelf editing software eg DreamWeaver, FrontPage Graphic design and navigation design E-commerce and /shopping cart solution OtherOther features: eg database setupeg survey analysis and reporting tool

Fee / Cost

GST

Total

Stage 3 Delivery and Deployment


Testing Documentation Training (total of 4 hours <5 staff)

Sub Totals First 12 months post launch


Content Management System licence/warranty/support Hosting Other Please specify

TOTALS

Post-launch support
Hourly fee for providing additional programming support (ie outside the scope of the project plan) as and when requested by ANMMCLIENT NAME post launch. Hourly fee for undertaking additional graphic design work (ie outside the scope of the project plan) as and when requested by ANMMCLIENT NAME post launch.

Hourly fee

GST

Total hrly fee

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29 Conditions of tendering
29.1 Agreement
The successful tenderer (the supplier) will be required to enter into a formal contract with the ANMMCLIENT NAME.

29.2 Ownership of tender documents


All tender documents will become the property of ANMMCLIENT NAME on submission. ANMMCLIENT NAME may make copies of the tender documents for any purpose related to this project.

29.3 Tender validity period


Offers shall remain open for acceptance for six months from the submission of the proposal.

29.4 Compliance, partial compliance or non-compliance


The tenderer will be taken to agree or comply with all conditions of all parts of this document unless the tenderer specifies otherwise, giving reasons.

29.5 Tenderers to inform themselves


Tenderers are responsible for taking all necessary steps to inform themselves of the clients requirements, terms and conditions in regard to tendering for this project.

29.6 Tenderers to meet costs


Tenderers are to meet all costs of responding to this Development Briefdocument, including preparation, submission, lodgement and negotiation costs.

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29.7 Criteria for selection


CLIENT NAME will be guided in their selection of the supplier by, but not limited to, the following criteria (listed below in no particular order): quality and appropriateness of the proposed solution quality and appropriateness of the proposed team is able to deliver a project of this size and nature within the time-frame proposed value for money demonstrates an understanding of the project requirements quality and appropriateness of the proposed methodology quality and appropriateness of any alternative solutions proposed level of compliance with terms and conditions of the agreement value of additional relevant skills and experience to contribute to the project nature of the endorsement from referees (referees may not necessarily be contacted) financial soundness and viability

29.8 Acceptance of tenders


ANMMCLIENT NAME may accept the whole or part of a tender ANMMCLIENT NAME does not necessarily accept the lowest priced tender or any tender ANMMCLIENT NAME reserves the right to negotiate with any tenderer or to seek clarification of the contents of a tender from any tenderer ANMMCLIENT NAME reserves the right to obtain any of the nominated products and services from any party, whether that party is a tenderer or not nothing in this document, or in any tender, or both, shall be construed to create any binding contract (express or implied) between ANMMCLIENT NAME and any tenderer ANMMCLIENT NAME reserves the right to stop or vary the tender process, or re-tender, at any time

Reference websites
Website planning and management www.e-businessguide.gov.au www.linkpopularity.com
The e-businessguide Advice and guidance for Australian businesses to get online and operate effectively in the online environment Check out whos linking to your website

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Web Development Brief Template


www.webtrends.com www.changedefect.com www.maxamine.com www.coolhomepages.com Website design www.useit.com

by United Focus Pty Ltd


Site evaluation and traffic monitoring ChangeDefect is a FREE service that saves your favourite web pages, monitors content for changes and sends an automatic email notification to you whenever your web pages are updated. Tools for analysing how users work through your site what they use and dont use Samples of excellence in graphic/navigation web design Jacob Nielsens website considered one of the leading thinkers about design and navigation Internet Security Essentials for Small Business (DCITA) A publication that presents key information, tools and resources that will assist small businesses to identify, develop and maintain good Internet security practices (June 2004) Phishing dont take the bait! (DCITA) This information sheet contains information about a kind of online fraud called "phishing" and will give you some pointers on how to avoid being caught out by it. (June 2004) Jim Sternes website considered to be a leader in the field of using the Internet as a marketing medium An internationally recognised site that tests your website against the accessibility standard set by the World Wide Web Consortium World Wide Web Consortiums site which sets the international standards for numerous aspects of the Web, eg accessibility This website provides tips and information about searching the web, analysis of the search engine industry and help to site owners trying to improve their ability to be found in search engines. Search engine that can be used to find free software, services, information and advice Spam Act 2003 List of ISPs and questions to ask them when selecting your ISP Publication: Broadband for Small Business A guide that explains broadband Internet technologies and the commercial opportunities they can offer. Developed by DCITA. Published 2003 A business guide to registering a website address. Prepared by DCITA, 2003 Australias official registrar of domain name resellers Registering a domain name internationally The leading global provider of Internet research and analysis The Current State of Play Online Participation and Activities. A statistical report on Australias Internet usage. Developed by the Australian Government, Department of Communications, Information Technology and the Arts (DCITA). Publication date: December 2003. Dictionary of Internet terms Portal site to numerous online resources on most Internet issues Provides numerous free website tools and technical information, for example information about browser compatibility.

www.dcita.gov.au/e-security Security

www.dcita.gov.au/ie/publications/2 004/may/phishing__dont_take_the_bait!__fact_sheet www.targeting.com http://bobby.watchfire.com www.w3c.org

Web marketing

Website accessibility

Search engines

www.searchenginewatch.com www.google.com

Spam

www.dcita.gov.au/ie/spam_home www.toolkit.aca.gov.au www.dcita.gov.au/ie/publications/2 003/04/bband_small_bus www.dcita.gov.au/ie/publications/2 003/03/staking_claim www.auda.org.au www.inww.com www.nielsen-netratings.com

Getting connected

Internet facts and stats

www.dcita.gov.au/ie/benchmarkin g/csop www.webopaedia.com

Techo talk

www.brint.com www.webmonkey.com

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